Each month a different committee is responsible for weekly after Meeting refreshments and monthly potluck lunch. Potluck is usually on the second First Day of the month.The following list shows the Committee responsible for hospitality for each month:
January: Nominating
February: Library
March: Peace & Social Justice
April: Adult Religious Education
May: Stewardship & Finance
June: Friendly Eights
July: Religious Education
August: Pastoral Care
September: Fellowship & Hospitality
October: Ministry & Worship
November: Fellowship & Hospitality
December: Advancement & Outreach
These instructions are provided to help guide your committee. If you have any questions, please do not hesitate to call:
Pat Thompson or Peter Nielsen-Jones (contact information available in the BFM Directory).
HOSPITALITY INSTRUCTIONS
Supplies (coffee, tea, sugar, dry foods, paper goods, cups, tablecloths) are stored in the large plastic boxes in the window seats in the library. You should find everything you need there. Those boxes have lids and must be tightly sealed. The purpose of the plastic containers is to keep dirt and animals out of our food and supplies. To close the lids, catch the lip in the middle of each end of the box top on the bottom section of the container.
There may be a few back-up supplies in the cabinet below the counter next to the refrigerator in the downstairs kitchenette. There are more supplies in the blue rolling cabinet in the corner of the Multipurpose Room in the Groome Building. If there are not enough supplies in either place, please email or call the clerks of the Hospitality Committee or purchase what is needed and give the bill to the Treasurer for reimbursement.
COFFEE HOUR INSTRUCTIONS
Before Sunday: Those responsible call each other to arrange who will bring what. Typical needs are about 2 gallons of juice, a tray of cut-up veggies with dip, 3 pounds of cut-up cheese, 3 boxes of crackers, and perhaps fruit such as grapes (or make your own choice). Check the refrigerator for leftover juice or food.
Arrive at meeting by 10:30.
Fill large coffee pot with water. The coffee pot is stored under the sink in the kitchenette. Plug in the coffee pot well before meeting starts since it is noisy while it heats up.
Get two large tables from closet and set up about 3 feet from library shelves to allow circulation on both sides. The tablecloths are in a window seat.
Place on a tray (trays are next to the refrigerator downstairs) and put out: instant Coffee (regular and decaf); teabags; hot chocolate mix; Coffeemate; sugar and sweetener; stirrers; and teaspoons.
Put out hot cups, cold cups, napkins, and paper towels (for spills).
Set up a wastebasket near the drinks table.
Arrange crackers, veggies, etc. on platters. Cover with plastic wrap or napkins until meeting ends. Have cheese ready but keep in plastic until meeting ends.
As soon as meeting ends and before announcements, slip out to uncover platters, etc. Pour about two dozen cups of juice to have ready for self service. Do not let children take any food or drink until coffee hour begins.
Keep watch over tables during coffee hour, make sure supplies are adequate, and mop up spills, etc.
When most people have left, clean up everything, dump left over hot water in bathroom sink, return all supplies to their proper place, vacuum floor (vacuum sweeper is in closet), and take trash bags to dumpster. To find the dumpster, go through the garage to the loading dock at the new building and you'll see it. If table cloths become wet or soiled, take them home to wash them but make sure they are back by 10:30 a.m. on the following Sunday.
POTLUCK INSTRUCTIONS
Arrive at Groome building by 10:30 a.m. to set up. Bring a substantial dish to ensure enough food at potluck. Someone should also bring cider or cold drinks.
Set up tables:
1. Two long ones near kitchen: cover with table cloths (should be in window seat in library). Tables without benches may be stored in the utility closet to the left of the kitchen door. Ask the Guard to open and prop with door stop until end of clean up.
2. One table near entrance for drinks.
3. Six table/benches units in two rows: to unlock these tables, turn the lock bar on top and then pull ends of table until the table is flat.
4. One table by piano for desserts.
Put needed items on tables:
1. On right side of tables by kitchen: place container of silverware and napkins (from cabinet in corner of main room) plus plates (kitchen worker will be there to get plates out of locked cabinet in kitchen). Metal silverware from our blue cabinet may be used if needed; usually, we use Sidwell's silverware. If neither staff member is there, use plastic cutlery and plates from cabinet.
2. On table near entrance: fill large coffee pot (from Meeting House kitchenette) with water and plug it in. Place on table items needed for hot drinks: hot cups, coffee, teabags, Coffeemate, sugar, stirrers, teaspoons, etc. (In cabinet in corner of main room). Also place cold cups there for cold drinks.
As soon as meeting ends and before announcements, committee members should return to Groome building to help set up food tables. A kitchen worker will be there to help put hot food out (and will wash dishes, silverware and other items during and after potluck), but committee members also need to help place food dishes on tables.
Before potluck begins, someone from committee should ask for a moment of silence. During potluck, some supervision may be needed at food and beverage tables.
After potluck, around 1:00:
1. Wipe tables (using cloths or paper towels from the kitchen), fold them back up, and return them to wall.
2. Put table cloths away in library window seat; if soiled, take them home and wash them (and return them by 10:30 the following Sunday).
3. Put paper goods, washed utensils, beverage items away in blue cabinet in corner of the main room.
4. Use large mop in closet to clean floors.
5. Empty waste baskets into large garbage bin. Kitchen helper usually takes out the trash before leaving.
